Declaration of Interest - System User Guide

This user guide provides step-by-step instructions on how to navigate and use the Declaration of Interest system (UniCRM).

3 minutes

Manual Navigation to 'Declaration of Interest Overview' Custom List

If the system opens to 'enquiries tab' select the drop arrow to view selections

Click "Declaration of Interest Overview" to open you dedicated case list view

The Declaration of Interest Overview sorts staff submissions for your action based on the current status/action required. Each entity opens as an individual 'case' for review. Individual staff may have multiple cases for you to review.

To view an submission for action select 'Enquiry number' or 'Subject' links.

In-App Guidance - Navigating 'Case' View

In-App guidance is available to provide insights to key. Cases for Action (submissions requiring review or endorsement) will open to this view

Details of the submitter are found in the top left under 'Staff Information'

Click on arrows to view content under each heading

- 'Comments History'/Additional Consideration includes helpful or addition details relating to the submission. - 'Declaration of Interest' captures the staff form submission relating to the interest. - 'Management Plan' shows the plan submitted by the staff member for review. Click the arrows to expand

The right hand panel is the 'Action Centre' where you will navigate the review process

To exit the case hit the {x} on the Tab. Click Declaration of Interest Overview to get back to list view.

How to review submissions

To review any submission click enquiry number or subject.

Tip! All items in column one require a manual assessment for conflict - and ask you to determine if a management plan. All items in column two have identified conflict with a submitted management plan for your endorsement.

Click the arrow to see details to see submission details

Here you can see what risk categories relate to the interest declared, and which set of questions the submitter responded to

Entity Summary includes the name, organisation type, and country of ownership. You will see a 'foreign affiliation and association' flag in the triggers if the entity is consider to be of a higher risk for foreign interference.

The initial screening (yes/no) questions will display as answered by the submitter

Use the scroll bar to review submission details. n/a fields indicate the question was not asked to the staff member as it was not required to be asked for this interest. When reviewing the details, consider if the interest would give rise to actual potential or perceived conflict.

How to request a management plan

Interests that need your assessment for conflict of interest / have not automatically been identified as conflict are found in the first column. Click on the 'Enquiry Number' or 'Subject' link to open the case.

View the interest details in accordance with the 'how to review a submission' section above.

Move to the activity centre to take action. Your role requires you to determine if a management plan is required. Not sure what constitutes a conflict? Refer to the linked resources (green box) to see the University's guidance on this.

Where there is an actual, potential or perceived conflict of interest, a management plan is required. Select 'Yes' and click the 'Request a Management Plan' button to action the request. The system will automatically contact the submitter to ask for a plan to be provided

If there is no conflict of interest or other risk requiring management, select 'No' and click 'Close this submission' to end the review and close the case. No further action required on these interests.

If you'd like more information about the interest or want to ask the submitter for specific details, select the button, type text to be sent directly to the staff member and hit send. This will automate an email to the staff member to update their submission with the information requested.

To monitor submissions waiting for staff to provide management plans refer to your "pending column" (third column) on the overview screen (TO BE UPDATED ONCE HEADINGS ARE APPLIED). These will move into the "review and endorse column" when ready for you to action.

b) Review and endorse management plans

Once there is a management plan submitted in conjunction with DoI submission that involves actual, potential or perceived conflict of interest, they are ready for action and accessible in the second column. Clink the links to view the submission.

Click the expandable fields to see submission information. Additional Considerations has helpful procedure information.

Click "Declaration of Interest" to interest submission details. If you have previously reviewed and requested a management plan you will have seen these fields before. If the submission was automatically identified as conflict and the staff member has completed there plan, you will see these details for the first time here.

Click "Management Plan" to see the plan provided by the staff member. Managements plans are a documented risk management approach outlining the nature of the conflict or risk, steps taken to overcome this. Your role is to consider if the plan is adequate in managing the conflict.

In the Activity Centre you can action your endorsement of the management plan.

If you're satisfied with the management plan, select 'Yes' to endorse. Click "Send to DO for Approval" to finalise. This ends your review and endorsement of this submission

If you can't endorse the management plan as submitted, select "No". Please guide the submitter about the amendment or changes you require to be comfortable to endorse the plan. Text provided in the free text field will be sent directly to the submitted once you hit "send". The case will be moved to the "pending" column, and re-open in the "for action column" once the staff member has replied.

c) Seek input on complex conflict and management plans

For complex conflicts and management plans, you may wish to seek input from others and escalate within your work area, or to a subject matter expert (Declaration Officer).

Use the free text box to ask for the input you need to make a decision on the plan. Click "Request Input" to send to the nominated Declaration Officer or SME.

To share or escalate the interest and management plan to a Faculty of Portfolio Leader, type the Monash email address of the individual. Please note you may only refer 'up' to Dean/Sub-Faculty Dean/Director/Executive Director and not down to line supervisors.

Type your reason for escalation and input required. Select 'Request Input' to send to the nominate person.